Microsoft Word has built-in tools that make it relatively straightforward to check and improve accessibility. Here's how you can assess a Word document:

Use the Accessibility Checker for Remediation

• How to Use: Go to the Review tab on the Word ribbon. Click on Check Accessibility.
• What it Does: The Accessibility Checker pane will open on the right side of your screen, listing any issues.
• The Checker will suggest the issues that are easy fixes, as well as guide you through fixing more complicated issues.

Visual Inspection of the Document 

You can also do a visual inspection of the document. If you are creating a new document, you can keep the following accessibility requirements in mind.

• Headings: Are headings used logically and consistently to structure the document? Can you easily navigate the document by just reading the headings? Proper heading styles (Heading 1, Heading 2, etc.) should be used, not just visual formatting.
• Lists: Are bulleted and numbered lists used correctly to present lists of items? Avoid manually creating lists with dashes or numbers. Word's built-in list features provide semantic information for screen readers.
• Images and Graphics: Do all images have descriptive alternative text? If an image conveys important information, the alt text should describe that information concisely. Decorative images can have empty alt text. To check, right-click on an image, select Edit Alt Text..., and see if there's a meaningful description.
• Tables: Are tables structured simply with clear row and column headers? Avoid using tables for layout purposes. For data tables, ensure header rows are designated. Select a table, go to the Table Design tab, and check the Header Row box.
• Color Contrast: Is there sufficient contrast between text and background colors? Poor contrast can make text difficult to read for users with low vision. You can use online color contrast checkers, such as the WCAG color contrast checker, to evaluate.
• Hyperlinks: Are hyperlink text descriptive? Avoid generic text like "click here." Instead, use the actual title or destination of the link (e.g., "University Accessibility Services Website"). To check, right-click on a hyperlink and select Edit Hyperlink... The "Text to display" field should be meaningful.
• Font Choice: Are you using clear and readable fonts? Avoid overly decorative or script fonts for large blocks of text. Sans-serif fonts like Arial, Calibri, and Helvetica are generally good choices.
• Document Structure: Is the document logically organized? Does the reading order make sense? Screen readers read content in a linear fashion based on the underlying structure.

Review Your Document Using the Navigation Pane

The Navigation Pane offers an easy way to check the structure of your document.

• How to Use: Go to the View tab and check the Navigation Pane box.
• What it Shows: The Navigation Pane displays the document's structure based on the heading styles used. If your headings are properly applied, you should see a clear outline of your document. This helps users navigate and understand the content's organization.

By systematically using the Accessibility Checker and visually inspecting your Word documents for these common issues, you can significantly improve their accessibility for all students.

Some PDFs are more difficult to remediate, and you may find yourself having to use additional tools, such as the following:

• Reading Order Tool: This tool allows you to review and adjust the order in which a screen reader will read the content. Incorrect reading order is a common accessibility barrier.
  • How to Use: In the Accessibility tools, select Reading Order. You'll see numbered tags appear on the document elements, indicating the reading sequence. You can modify this order if necessary.
• Tags Pane: PDF tagging is crucial for accessibility. Tags provide a logical reading order and identify elements like headings, paragraphs, lists, and tables, allowing screen readers and other assistive technologies to interpret the document correctly.
  • How to Use: In the Accessibility tools, select Tags. The Tags pane shows the underlying structure of the PDF. A well-tagged document will have a logical hierarchy of tags.
• Alternative Text for Images:
  • How to Check: In the Accessibility tools, select Set Alternate Text. Review each image and ensure it has appropriate alt text.
• Table Editor:
  • How to Use: In the Accessibility tools, select Table Editor. This allows you to verify and correct table structure, ensuring header rows are correctly identified.

If a PDF was created by simply "printing to PDF" from another application (like Word) without ensuring accessibility features were in place before printing, it is likely to have accessibility issues. Whenever possible, create accessible source documents (like Word files) first and then export them to accessible PDFs using the "Save as PDF" option within the original application, ensuring accessibility settings are maintained. If you have the source document of an inaccessible PDF, know that it is easier to correct accessibility issues in Word or InDesign than it is in PDF. Keep in mind too that you can always convert a PDF to a Word document for remediation.

By using these methods, you can gain a good understanding of the accessibility of your PDF and Word documents and take steps to create more inclusive learning materials for students.